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Megan E. Shankle
Vice President, Client Relationships
Office: 301-519-3776 x 118
Cell: 240-439-9336
mshankle@isgsolutions.com

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Zoom Integration

Overview

ISG’s Zoom Integration Module allows staff the ability to map Zoom webinars to iMIS events.  This allows users to register for an event in iMIS/RiSE and the user registration is written to Zoom on a scheduled basis.

Workflow 

  1. User registers for event in iMIS RiSE 
  1. RiSE will send the purchase confirmation email to the registrant. 
  1. Zoom Integration writes registrations for mapped webinars to Zoom (FirstName, LastName, Email) 
  1. Zoom will send the Zoom webinar registration email to the registrant 
  1. Zoom Integration writes an Activity in iMIS (Activity_Type=’Webinar’) 
  1. Zoom Integration updates the ‘Webinar’ Activity with attendance after the webinar has finished. 

Zoom Field Requirements Setup 

Zoom requires First Name and Email by default.  The ISG Zoom integration also requires the Last Name field.  To setup the Last Name to be require for all meetings, follow these steps: 

Log into the Zoom.us website with Admin level permissions.   
Click “MY ACCOUNT”     
From the left navigation under “ADMIN” expand “Account Management”   Under Account Management, click “Webinar Settings”    
In the right window pane, scroll down to “Registration Settings” and click the “Edit” link to the right.   
Click the “Questions” tab at the top  Make sure to check the “Last Name” as required and click “Save All”  ***This will make Last Name required for all meetings to prevent users from missing this setting when setting up new meetings.   
Make sure at webinar level registration required is checked then only registration will be synced in iMIS.    

Zoom Config setup 

Mapping webinars with iMIS 

After the webinar has been setup in Zoom and iMIS, you can map the Zoom webinar to the iMIS event. 

To access the Zoom mapping iPart, from the iMIS staff site, click the “Zoom Integration” link under the “Events” left navigation. 

When you click the “Zoom Integration” link, a new window will open in your browser.  Make sure to allow pop-ups. 

The webinars that display on the left side are the Zoom webinars. 

For each webinar, you can click the “Select Event” on the right to map it to and iMIS event. 

Only iMIS events that have a meeting type equal to “WEBIN” will display in the drop down list. 

Once it is mapped, it will display the mapping and an “Un-map” button allowing you to un-map it. 

Synch Process 

The sync process runs every 1 minute 

Steps: 

  • The sync process queries iMIS to get registrations from events that have been mapped and writes the First Name, Last Name, and Email to the Zoom API and writes an Activity in iMIS for each registration with the status. 
  • After the Zoom webinar has finished, the sync process updates the Activity in iMIS with the attendance start time, leave time, and total time. 

iMIS Activity 

Field Mapping for the Webinar Activity 

How To Copy a Zoom Event Link from iMIS 

Zoom event URLs can be copied from the API Response field on the WEBINAR Activity record. 

In the screenshot below, the Zoom URL is the final value between double quotes: 

https://us02web.zoom.us/w/89657851693?tk=FaO737YGs1vUuPZv5bI5TGti9MiISBSs_ubdamXv5a4.DQIAAAAU4AY_LRZ4d0ZjNlZfdFItbVB2ZTQyel96bHlBAAAAAAAAAAAAAAAAAAAAAAAAAAAA&pwd=cHc2bmZWbjB5czNIallVVXl4Szlqdz09&uuid=WN_FYUE68woSq-Q9HYH0wfp2g

How to fix a failed Zoom registration 

Scenario: iMIS Event Registration Is Missing First Name or Last Name 

  • iMIS Event Registration emails are sent immediately.  Zoom confirmation email is NOT sent. 
  • View the activity to see the Zoom error message. 
  • Fix the registrants record in iMIS. 
  • Delete the failed activity in iMIS. 
  • Within a few minutes, the synch process will send the registration to Zoom again 
  • Zoom email confirmation is sent. 
  • A new activity will be created. 

Example of failed activity: 

Requirements 

– iMIS 2017 or iMIS Cloud 

– FirstName, LastName, and Email fields are required in iMIS for each registrant to be sent to Zoom 

– Email must be unique and valid to be sent to Zoom. 

– Cancellations and Transfers must be handled manually. 

– Requires one of the iMIS Event “text” User Defined Setup Fields to store the Webinar ID 

– Requires an iMIS Full User with Sysadmin & RemoteService roles (Email ISG to change the password) 

– Requires using a Zoom admin account for Setup Only 

– Requires a Zoom Webinar /Meeting License